The Cost Benefits of Engaging Your Production Partner Early

Whether your event is small or large in scale, budget always plays a huge factor in many of the decisions made throughout the planning process. While some of the costs incurred for your event are minimal, others could become much larger than anticipated — especially when it comes to your audiovisual production needs. Bringing your audiovisual production partner into the fold before you even have a venue selected could actually save you a significant amount of money.   

Just like purchasing a car, house or other large purchases, timing is everything and many things can be negotiated before you sign the contract. How many times have you received the rigging quote for your production and been overwhelmed by the price? In some cases, you can negotiate the rigging cost prior to committing your business. 

Similar to rigging, power charges can creep up during pre-planning and become an unforeseen cost that you didn’t account for, especially if your venue charges for power in their smaller breakout rooms. Once again, having your production partner there to make note of these costs and help you negotiate them can prevent you from having to search for additional money in the budget. 

Supervision fees are somewhat understandable, as it's in the venue's best interest to make sure that all outside vendors leave the rooms looking the same way they did prior to setup. However, it can be frustrating to allocate a couple thousand dollars for an individual that simply watches your production partner work and chooses to add no value. Your trusted production partner can help negotiate the costs down or even eliminate them altogether.

In short, as a meeting planner, you should always feel like you can turn to your production partner for advice on matters that can be beneficial to the success of your event. Providing consult to our clients not only allows us to continue to build upon the relationship, but also helps us provide a certainty of outcome that makes our clients look like the rock stars they are.

Your event is a reflection of your brand and company culture, so take this opportunity to design the best experience and leave a lasting impression. For questions or assistance with your next big event, feel free to reach out to our AVmedia family.

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